Issuing documents to orders

The program allows you for issuing documents to received orders. Such an issued document will be related with the order, and its creation is faster because the data from the order will be automatically transferred into the document being created. You can check the list of created documents for every order, that is located in the tab; related documents.

In order to issue a Proforma invoice related to the order, you have to:

1. From the module Orders choose From customers.
2. Select the order to which the Proforma invoice has to be issued.
3. On the taskbar unroll the icon Document.
4. Choose Proforma Invoice.

After creation of the Proforma invoice for the specific order, on the main list of the Order from customers module, on the column „Proforma Invoice” the appropriate symbol will appear.

++++ Screen: Issuing of a Proforma invoice | ++++

Based on the order from the customer you can issue an advance invoice, or several advance invoices, and eventually a final invoice.

The advance invoice can be issued even when the ordered products haven't been produced yet. By issuing a final invoice, everything from the order specification has to be in the warehouse, where the order was created, and the products were made. In the final invoice, all advance payments are included.

To issue an advance invoice to the specific order:

1. In the module Orders choose From customers.
2. Select the order, for which the advance invoice has to be issued.
3. On the taskbar unroll the icon Document and choose Advance invoice.
4. The window of a new advance invoice will display, where you fill out the necessary data.
5. Click on Edit and define the amount of advance payment for each product or insert the general amount of advance payment. Divide it into all line items by using the option; Divide the amount of advance payment proportionally on all line items of an invoice.
6. Confirm the document

++++ Screen: Issuing of the advance invoice | ++++ ++++ Screen: New advance invoice document | ++++ ++++ Screen: Defining the amount of advance payment | ++++ ++++ Screen: Confirmation of the advance invoice | ++++

In order to issue a final invoice for the specific order:

1. In the module Orders choose From customers
2. Select the order, for which the final invoice has to be issued.
3. On the taskbar unroll the icon Document and choose Final invoice.
4. Select the type of a document.
5. A window of a new final invoice will display, where you fill out the necessary data.
6. Save it in the scratchpad or confirm the specification of the document.
7. Confirm the document.

++++ Screen: Issuing of a final invoice| ++++ ++++ Screen: Choice of the type of a document | ++++ ++++ Screen: New invoice document | ++++ ++++ Screen: Specification of an invoice document | ++++ ++++ Screen: Confirmation of the final invoice faktury końcowej| ++++ ++++ Screen: Printout of the final invoice that includes the advance payment| ++++

Based on the order from a customer you can issue a Warehouse Release document. For this purpose:

1. In the module Orders choose From customers.
2. Selcet the order, for which a Goods Issued Note has to be issued.
3. On the taskbar unroll the icon Document and choose Warehouse Release Note.
4. Choose the type of a document.
5. a window of a new release document will open, where you fill out the necessary data.
6. After confirmation of the document, it will be saved with a status Scratchpad. In order to confirm it, move to the tab Related documents or to the module Warehouse - Releases and click on the icon Confirm.

++++ Screen: Issuing a Warehouse Release Note| ++++ ++++ Screen: Choice of the Warehouse Release Note type| ++++ ++++ Screen: Confirmation of the Warehouse Release Note| ++++

On the basis of the order form a customer you can issue a sale document. For this purpose:

1. In the module Orders choose From customers.
2. select the order, for which a sales document has to be issued.
3. On the taskbar unroll the icon Document and choose Sales Document.
4. Choose the type of a document.
5. A window of a new sales document will open, where you fill out the necessary data.
6. After confirmation of the document, it will be saved with a status Scratchpad. In order to confirm it, move to the tab Related documents or to the module Warehouse - Releases and click on the icon Confirm.

In order to issue a sales document related to the customer's order, the agreement between warehouses has to be maintained. It means that a user has to be logged-in in the warehouse, to which the order is related and the ordered assortment should be in stock.</note>

++++ Screen: Issuing a sales document| ++++ ++++ Screen: Choice of the document's type| ++++ ++++ Screen: New invoice document | ++++ ++++ Screen: Confirmation of a sales document | ++++

Modus system gives the opportunity that on particular documents generated in the system you can insert two contractors and the place of delivery. Contractors, according to the document's type, can play a role of:

• an orderer,
• payer,
• receiver,
• acquirer.

By default, in the first tab (Details) on the document's header you insert the first contractor. Their data is rewritten to the tab Contractor's data. In order to choose the second contractor you have to select the check box that is next to the label informing about their role. Additionally, from the level of this tab you can specify the place of delivery.

In the system settings related to the particular groups of documents, you can change labels that are displayed next to the boxes, in which the contractors are chosen. For some groups you can also change the order of the contractors. It applies to the situation when there are two contractors on the document. You can decide whether you choose the Acquirer or the Payer in the first tab.

To change the settings of the documents' groups:

1. from the menu Index cards choose Configuration, and next Groups of documents,
2. choose the group of documents which you want to edit,
3. Click on Edit
4. Make edition of:
   • labels
   • the order of the contractor's choice by selecting the check box Reverse order of contractors during the choice and on the printout if the particular group enables you to do it.

++++ Screen: Edition of goups of documents| ++++ ++++ Screen: VAT invoice (Details tab)| ++++ ++++ Screen: Dokument FV ( Contractor's data tab)| ++++

During the creation of related documents, the data from the basis document is automatically copied to the document being generated. There is an automatic exchange of contractors, e.g by generating the Warehouse release document from the order of the customer. The data of the Orderer is inserted in the box Contractor 1, and the data of the Receiver goes to the box Contractor 2. After creation of the delivery note, in the box Contractor 1 the data of Receiver is inserted, and in the box Contractor 2 the data of Orderer is located.

* if the option Reverse order of contractors during the choice and on the printout is activated.

++++ Screen: Warehouse release document generated on the basis of the order from a customer | ++++ ++++ Screen: VAT invoice generated on the basis of the Warehouse release document| ++++ ++++ Screen: VAT invoice* generated on the basis of the Warehouse release document | ++++

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